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Executive Support Specialist

3 weeks ago

New Orleans, Louisiana, United States The Lighthouse for the Blind in New Orleans Full time
:

Job Summary: The Executive Support Specialist (ESS) plays a vital role in providing operational & administrative support to the COO, ensuring the smooth operation of the COO's office by managing various administrative support functions. This position provides exemplary, technical, clerical, administrative, communication, and strategic support across multiple departments under the COO's supervision for Lighthouse operations and services. The ESS anticipates the needs of the COO, optimizes the operations of the COO's office, and is their principal executive-level staff assistant/advisor providing information, research, communications management, and well-informed recommendations to support issues that may arise in the COO's purview. The ideal candidate will be able to multitask, prioritize tasks, manage tasks efficiently, and have a keen eye for detail. The ESS upholds the confidentiality of sensitive information while always maintaining professionalism.

JOB RESPONSIBILITIES

The ESS will be responsible for the following core job duties:

  • Administrative Support: Provide comprehensive direct administrative support to the COO by maintaining, monitoring, and synchronizing the COO's calendars, preparing documentation & briefings, and coordinating office activities. Work closely and effectively with the COO to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Manage all records and documentation for the COO's office in the appropriate electronic format or filing system. Prioritize conflicting needs. manage all matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures. Provide a "gatekeeper" and "gateway" role, creating win-win situations for direct access to the COO.
  • Receptionist Support: Answer phones and route calls to the appropriate staff. Provide guidance and support to customers, visitors, and business partners who contact, visit, or do business with the COO's office to ensure successful operations and collaborations with external partners.
  • Travel Support: Manage the COO's travel plans by making all travel arrangements well in advance and monitoring closely for any changes that may be needed. Assist the COO to attend offsite meetings and events as needed, including driving to events or arranging for transportation when needed.
  • Scheduling & Meeting Support: Plan, coordinate, and ensure the COO's schedule is followed and respected. Reserve conference rooms, coordinate electronic appointments/invitations, prepare meeting documents, coordinate virtual meetings, and document meeting discussions and notes. Brief the COO daily on schedules and updates as needed so they are punctual and adequately prepared for meetings.
  • Correspondence Management & Development: Compose quality and accurate written correspondence, including reports, letters, notices, instructions, emails, and documents for signature, securing pertinent information and approvals as appropriate.
  • Confidentiality: Protect the confidential information disclosed during employment, holding information in strict confidence and exercising a reasonable degree of care to prevent disclosure to others. Safeguard these items according to Lighthouse policies and procedures.
  • Special Projects: Manage and provide oversight for low-level agency specific projects. Provide periodic status reports. Conduct research, prepare reports, findings, and presentations on operational or service program issues on behalf of the COO to present facts and make suggestions to solve issues or make improvements to the Lighthouse's service and operational platforms.
  • Other Administrative Support Functions: Manage complex administrative work, including assigning tasks to other staff in the COO's chain of command and following up on their progress. Maintain office policies and procedures as directed.
  • Organizational Collaboration Support: Collaborate with other departments across the organization acting as a liaison to adequately support the COO's role. Conduct all business in a positive, relationship-building manner at all times.
  • Other Duties: In the absence of the Executive Management Officer, provide support and assistance to the President's suite. Perform other duties as assigned by the COO.

Requirements:

JOB QUALIFICATIONS & REQUIREMENTS

  • Education: Associates degree or technical college certificate in business related field required. Bachelor's degree in business administration/communications or related field preferred.
  • Special Knowledge/Skills: Excellent oral and written communication skills and presentation skills; Must be able to communicate complex subjects clearly; Ability to communicate well at all levels; Ability to organize and manage multiple projects simultaneously; Strong business acumen and professionalism; Outstanding people skills to build and cultivate relationships; Excellent leader who can work under pressure; Excellent computer and technology skills to advance objectives; Strong time management, organizational skills, and attention to detail; Ability to effectively manage projects.
  • Experience: Minimum of 2 years' work experience providing administrative support to a high-level executive.
  • Supervisory Responsibility: None.
  • Physical: Able to review print & electronic materials, navigate in the community, lift a minimum of 25 pounds, sit for extended periods, and independently travel across regions.
  • Personality: Dependable, confident, motivated, tech savvy, respectful, trustworthy, organized, detail-oriented, personable; Able to maintain confidential information; Exemplifies integrity and professionalism.
  • Working Conditions: Inside office and community. Periodic travel required. Mileage reimbursement provided for travel to/from work-related appointments. Valid driver's license and clear driving record required with valid Louisiana insurance coverage.
  • Work Schedule: Full time/Non-Exempt, 40 hours weekly, some evening events and travel as needed.
  • Background Check and Drug Testing required: Employment is contingent upon satisfactory results.

This job description does not imply that these are the only duties to be performed. Upon request, the employee in this position will perform such other tasks as required for the effective operation of the COO's office.

Accomplishments in these areas of responsibility will be the basis of the employee's evaluation, continuation of employment, and change in compensation.